Value Lists
Value lists define the available options for metadata fields such as language, status, audience, classification, and tags. All lists are centrally managed by the admin and distributed to all installations via sync.
Accessing
PPPTools → Settings → Value Lists
List Types
There are two types of value lists:
| Type | Lists | Description |
|---|---|---|
| Public Only | Languages, Status, Classifications | Maintained exclusively by the admin. No local additions possible. |
| Public + Private | Audiences, Tags | Admin maintains the public values. Users can add their own private values. |
Managed Lists
| List | Type | Description |
|---|---|---|
| Languages | Public Only | Available languages (e.g. German, English) |
| Status | Public Only | Editing states (e.g. Draft, Approved/Published) |
| Classifications | Public Only | Confidentiality levels (e.g. Public, Internal) |
| Audiences | Public + Private | Recipients (e.g. Management, IT) |
| Categories | Public + Private (hierarchical) | Editable as a tree, multi-level paths with /. See Hierarchical Categories |
| Tags | Public + Private | Free keywords for search |
Categories as a tree
As of version 1.0.7x, categories are maintained as a collapsible tree and can be multi-level (HR/Employees/Contract). Adding, renaming (including moving the subtree), deleting and assigning are described on the Hierarchical Categories page.
Origin: Public vs. Private
Each value in a mixed list (Audiences, Tags) has an origin — indicated by the prefix in the list:
| Symbol | Meaning |
|---|---|
○ |
Public — centrally maintained by the admin, distributed via sync |
● |
Private — created locally by you, only present on this device |
This designation is important for edit permissions:
- Public values can only be renamed or deleted by admins
- Private values can be freely edited or deleted by you
- For Public Only lists (Languages, Status, Classifications), there are exclusively
○values — these are read-only for non-admins
Adding a Value
- Open the desired list (sub-tab Value Lists)
- Enter the new value in the text field
- Click Add or press Enter
Admin: New values are saved as a public value (○) and distributed to all users at the next sync.
Local user (only for Audiences / Tags): New values are saved as a private value (●) locally. They are only visible on this device.
Renaming a Value
- Select the value in the list — the value appears in the text field
- Enter the new name in the text field
- Click Rename
- Confirm — all content using this value is updated automatically
Warning
Renaming updates all saved Snippets, Slides, and Storylines that use this value. The change cannot be undone.
Write Protection
The Rename button is only active when an editable value is selected: as admin for all values (○ and ●), as a user only for your own private values (●). Public values (○) are read-only for non-admins.
Deleting a Value
- Select the value in the list
- Click Delete
- Confirm — the field is cleared for all affected content
Write Protection
The same applies to deleting: public values (○) can only be removed by admins. For non-admins, the Delete button is disabled for public values.
Validation When Saving
For Public Only lists (Language, Status, Classification), PPPTools checks when saving a Snippet, Slide, or Storyline whether the entered value exists in the list. If not, an error message appears and saving is prevented.
For Public + Private lists, any values are allowed — new private values (●) are automatically added to the local list.
Usage Counter
Each list entry shows (SN: x, SL: y, ST: z) — how many Snippets (SN), Slides (SL), and Storylines (ST) currently use this value. This lets you immediately see which values are still in use.
Sync Behavior
Every change by the admin (adding, renaming, deleting) automatically increments the manifest version number. At the users' next sync, the updated value lists are applied. The following rules apply:
- Public values (
○) are fully taken from the public folder — affects all lists: Languages, Status, Classifications, Audiences, Tags, Categories - Private additions (
●) by users are retained, unless a public value with the same name exists - In case of a name conflict, the public value wins — the private entry is removed
The origin of each value is stored in the XML as source="public" or source="private" and directly controls the edit permissions in the UI.